P.E.O. Record
Behind the Scenes at the P.E.O. Executive Office:
Annual Reports and Winter Mailing Complete
Empty mail tubs stacked almost ceiling-high
By now, local chapter presidents have received the Annual Reports to pass on to their chapter’s corresponding secretaries. Additionally, all local chapter presidents, state/provincial/ district chapter officers and paid assistants have received the annual winter mailing. The Executive Board of International Chapter recognized that it was imperative to get these materials to local chapters in a timely fashion to position them for success as the new amendments, adopted at 2009 Convention of International Chapter, are implemented.
Hours of hard work went into producing these pieces—from printing and sorting to collating and stuffing, it was a huge undertaking for several members of the executive office staff.
Annual Reports
The Membership Department at the P.E.O. Executive Office completed the assembly of the Annual Reports. In the past, these reports were sent out by each state/provincial/ district (s/p/d) corresponding secretary or paid assistant. Due to the recent amendments to the P.E.O. Constitution that streamlined our membership processes and decreased the number of s/p/d officers from seven to five, this duty has been taken on by executive office staff.
5,987 annual reports were printed and mailed out to chapter presidents.
Annual reports ready to be weighed for postage in the Supply Department
- Cover letter
- Instructions for Annual Reports of Corresponding Secretary of Local Chapter
- Chapter Membership History
- Chapter Membership Summary
- Annual Report of Corresponding Secretary
Beth Mogle, Membership Department supervisor, said, “With four of us in the membership department we worked very hard to get all of these reports printed, stuffed and to the Supply Department to be mailed in January. This gave local chapter corresponding secretaries ample time to become familiar with the new forms in preparation for completing their annual reports.”
Once the reports were printed and stuffed into large envelopes, Mary Ellen Overman, Supply Department supervisor, took on the task of weighing and applying postage to each individual packet.
Winter Mailing
 Boxes full of winter mailing materials
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 Carol Kenney and Gerrilyn Lane put together winter mailing packets
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 Tubs of winter mailing packets ready to go to the post office
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Gerrilyn Lane, housekeeping/functions, and Carol Kenney of the Supply Department dedicated their time and energy in putting together large packets of the winter mailing.
Boxes and boxes of materials were delivered to the lower level of the Executive Office where Gerrilyn and Carol set up their work stations. Organizing all the materials in an assembly-line fashion, they walked back and forth, gathering each piece and stuffing the oversized envelopes with several items, including these essential materials:
- Constitutions
- President’s Book pages
- Ceremony of Initiation booklets
- Instructions to Officers of Local Chapters
- Prayer cards
- Project Information cards
- Projects Fact Sheet
- Projects Poster
- Invitation to Membership
- Invitation to Transfer
5,987 winter mailing packets were assembled. Each envelope weighed four pounds. Large mail tubs were delivered to the executive office and once filled with the stuffed envelopes, they were picked up for mailing.
International Chapter strives to offer outstanding support to all local P.E.O. chapters to ensure growth and success. The winter mailing and annual reports are important pieces of this support system. In addition, International is offering free online training sessions that will compliment the printed materials and provide guidance to local chapter officers, technology contacts and membership committees about their duties and responsibilities.